W-9 collection software for accounting firms
W9Finder is W-9 collection software built for accounting and bookkeeping firms. Import a vendor CSV, see which vendors are missing W-9s, send secure request links, review each upload, and export a reviewed vendor file for 1099 prep before filing season starts. W9Finder is the first product from FormSignal.
Product workflow
From vendor CSV to reviewed export
Audit vendor readiness
Send secure W-9 request links
Review uploaded documents
Export reviewed vendor records
Designed for sensitive vendor tax records
Stop chasing W-9s in January
Every filing season starts the same way: a vendor list full of gaps, W-9 requests buried in email threads, and a team rebuilding the same tracking spreadsheet it built last year. The work is simple. The chase is what burns the hours.
W9Finder moves the chase into one workflow. Your team sees every vendor's W-9 status in one place, sends requests from the platform instead of personal inboxes, and hands off a reviewed export when the cleanup is done.
Import vendor lists
Start from the CSV your firm already has. W9Finder keeps the workflow centered on clients, vendors, W-9 status, and missing fields.
Request missing W-9s
Send request links, track submitted documents, and keep reminder work visible for the team instead of chasing one-off inbox threads.
Review before export
Route exceptions to firm users, approve fields, and export vendor data only after review. IRS form references are linked in the sources below.
How W9Finder works
1. Import your vendor list
Start with the spreadsheet your firm already has. Upload a vendor CSV for each client, map the columns, and W9Finder builds the client and vendor records. Works with vendor CSVs exported from systems like QuickBooks.
2. Audit vendor readiness
W9Finder flags every vendor with a missing W-9, missing email, incomplete legal name or address, missing TIN, or a likely duplicate record, so your team can triage follow-up before deadline pressure starts.
3. Send secure request links
Each vendor gets a private upload link. Vendors upload through the link without creating an account, and W-9 attachments stay out of inboxes. Reminders are tracked in the app so follow-up stays visible to the whole team.
4. Review and export
Review each uploaded W-9, correct details, resolve exceptions, and approve. When the list is clean, export a reviewed vendor file for 1099 prep.
Built for sensitive vendor data
W-9s carry SSNs and EINs, so the security model is the product. Uploaded documents live in private storage rather than email threads. Request links are secure and expire. Full TINs are encrypted at rest and masked throughout the interface. Standard exports never include full TINs, and the owner-only full-TIN export requires an explicit confirmation. Staff can work on clients, vendors, requests, and reviews while billing and sensitive controls stay owner-only.
Who W9Finder is for
- Bookkeeping firms and outsourced accounting teams that handle vendor cleanup for multiple clients
- Small CPA and tax practices that dread January 1099 prep
- CAS teams that need staff access with owner-only controls
- Firms that manage vendor records in spreadsheets or QuickBooks exports today
What W9Finder leaves out on purpose
W9Finder does one job: W-9 collection and vendor readiness before 1099 work begins. The launch product does not include:
- 1099 filing submission through W9Finder
- IRS submission
- IRS TIN Matching
- QuickBooks or Xero account connections
- Foreign-vendor tax form collection
- SMS reminders
If your buying decision requires filing submission or IRS name and TIN checks inside the same system, W9Finder will not be the right fit today. If the pain is the W-9 chase itself, this is the tool.
Pricing
The W9Finder Founding Cohort annual plan is currently listed at $1,188/year for the first 25 firms. A monthly plan is available at $149/month. Billing runs through Stripe-hosted checkout, and W9Finder never stores card data. Full details.
Scan before account setup
Scan your vendor list. Run the free Vendor Readiness Scanner to see which vendors are missing W-9s before you create an account.
Start W9Finder. Create your firm account and import your first client vendor list.
Free QA tool
Scan your vendor list for W-9 gaps
Use the Vendor Readiness Scanner to spot missing W-9s, incomplete vendor details, and records that need review before your firm starts cleanup work.
Scanner output
FAQ
What is W9Finder?
W9Finder is the W-9 collection product from FormSignal. Firms use it to import vendor lists, find missing W-9s, send request links, review uploads, and export clean vendor records for their own filing workflow.
Does W9Finder file 1099s?
No. W9Finder handles W-9 collection and vendor readiness. Filing happens in whatever submission process your firm already uses, with your own professional review.
Can staff members use W9Finder?
Yes. Owners can add staff who work with clients, vendors, requests, documents, and exports. Billing and sensitive controls, including full-TIN exports, stay owner-only.
How does W9Finder protect W-9 data?
Documents are stored privately, request links are secure and expire, and full TINs are encrypted and masked in the interface. Standard exports exclude full TINs by default.
How much does W9Finder cost?
The W9Finder Founding Cohort annual plan is listed at $1,188/year for the first 25 firms. A monthly plan is available at $149/month.